Administrative Assistant

Job Description

Job ID#:

26942

Job Category:

Administrative/Clerical

Position Type:

Contract/W-2

Duration:

2 years

Shift:

37.5 hours

Administrative Assistant

Location: New York, NY

Contract Length: 2 Years

Schedule: Monday – Friday, 37.5 hours per week

Pay Rate: $26.00 - $39.00 per hour (based on experience)

Position Overview

We are seeking a highly organized and detail-oriented Administrative Assistant to support facilities management and office operations for a New York State agency in New York City. This position plays a vital role in ensuring the efficient operation of office facilities by providing administrative, operational, and coordination support to the Facilities Management team.

The successful candidate will work closely with the Director of Facilities and Operations to assist with daily facilities administration, space planning, office services, vendor coordination, and building operations. This is an excellent opportunity for an experienced administrative professional with a background in facilities, office operations, or property management.

Key Responsibilities

Provide administrative support for facilities management and office services operations.

Coordinate office moves, employee relocations, workspace assignments, workstation installations, and space utilization projects.

Schedule and oversee conference room reservations, shared workspace usage, and office logistics.

Communicate office changes and facility updates to employees and management.

Serve as a liaison between internal staff, building management, maintenance personnel, and external vendors to help resolve facility-related issues.

Assist with procurement documentation, purchase requests, and vendor coordination.

Coordinate mailroom, courier, shipping, and receiving activities.

Maintain accurate records, schedules, logs, reports, and documentation related to facilities operations.

Support storage, inventory, and records management activities.

Assign, monitor, and manage service requests through the organization's ticketing system.

Assist with building maintenance coordination and support workplace safety initiatives.

Collaborate with internal departments and external partners to ensure efficient facility operations.

Perform additional administrative and operational duties as assigned.

Minimum Qualifications

Candidates must possess:

At least three (3) years of experience in one or more of the following areas:

Facilities management

Property or space management

Warehouse and inventory operations

Fleet or parking management

Telecommunications

Mailroom operations

Printing services

Records management and retention

Eligibility to work in New York State.

Preferred Qualifications

Experience supporting facilities operations, building services, office administration, or space planning.

Prior experience coordinating office moves or workspace management.

Experience supporting vendor contracts and building maintenance activities.

Familiarity with project coordination and facilities-related administrative functions.

Experience working with work order or ticket management systems.

Strong organizational, multitasking, and problem-solving skills.

Excellent written and verbal communication skills.

Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.

Ability to manage multiple priorities while maintaining accuracy and attention to detail.

Customer-focused approach with strong interpersonal skills.

Ideal Candidate

The ideal candidate is a dependable and proactive administrative professional who enjoys coordinating office operations and supporting facilities management activities. They possess excellent organizational skills, communicate effectively with a variety of stakeholders, and are comfortable managing multiple projects in a fast-paced environment. Experience in facilities, office services, or building operations is highly valued, although candidates with transferable administrative and operational experience are encouraged to apply.

This is an excellent opportunity for the right individual.

If interested in exploring this great opportunity, please apply directly at

Veterans are encouraged to apply.

Datrose is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, pregnancy, status as a parent, age, protected veteran status, family medical history or genetic information, political affiliation, status as a qualified individual with disability, or other non-merit-based factors.

Authorization to work in the U.S. is a precondition of employment. Datrose does not sponsor employment visas.

#IND-1

Job Requirements

Minimum Security Clearance:

No